Guest Management Manager – Brand Experiences

1 settimana fa

Milan, Italia Balich Wonder Studio A tempo pieno
Guest Management Manager – Brand Experiences

Full time | Balich Wonder Studio s.r.l | Italy

Posted On 12/11/2024Job Information

ZR_152_JOB

Department Name: Guest Management

Managers

City

State/Province

20010

Job Description

About BWS

Balich Wonder Studio is an integrated entertainment Group that conceives, produces, and delivers live experiences. We create visionary projects with long-lasting value, from large-scale Ceremonies to immersive shows, from events and brand experiences to destination experiences. We value emotions as the ultimate experience of everything we approach; we generate them through unique creativity and impeccable execution.

The Group is currently merging talents and skills of a multicultural team of more than 140 people coming from 20 countries and it operates through 4 divisions and two companies in the Middle East: Ceremonies Division; Events and Brand Experiences Division; Destination Experiences Division; Immersive Shows Division; BWS-KSA, the branch in the Kingdom of Saudi Arabia and HQWS, the company based in Dubai, UAE, serving the whole MEA Region creating and delivering events and activations.

The Role

In Brand Experiences, we are creative and strategic partners working on multichannel projects that generate long-lasting legacies across luxury, lifestyle, culture, fashion, and tech.

Collaborating with the Head of Guest Management and the overall Brand Experiences team, the Guest Management Manager plays a crucial role in ensuring a smooth and seamless experience for VIP guests and attendees, being responsible for the best guest management execution from planning to operational phases, including budgeting and high-level delivery. This role involves a combination of organizational, interpersonal, and logistical skills.

Working closely with other departments, the Guest Management Manager ensures exemplary service quality is maintained, and guests are managed appropriately according to agency standards. A strong background in budget management, precise cost control, and margins are essential. Based in Milan but available to travel worldwide upon production needs, the Guest Management Manager must possess solid communication skills, effectively interfacing with various stakeholders.

Responsibilities

Logistical Coordination:

  • Research, evaluation, and management of suppliers involved in guest management
  • Location and hotel scouting in response to the client's brief
  • Overseeing the logistical aspects of guest management, including transportation, accommodation, and on-site support
  • Collaborating with various departments such as travel, hospitality, and security to ensure all arrangements are flawless and in line with luxury standards

VIP Guest Relations:

  • Building and maintaining strong relationships with VIP guests, celebrities, and high-profile attendees
  • Serving as the main point of contact for VIP guests before, during, and after events
  • Anticipating and fulfilling the specific needs and preferences of VIPs to enhance their overall experience

Event Planning and Coordination:

  • Collaborating with event planners, designers, and other stakeholders to create customized experiences for VIP guests
  • Developing detailed guest lists and seating arrangements for events, ensuring strategic placement of VIPs for optimal networking and visibility

Communication:

  • Communicating effectively with VIPs, sponsors, and internal teams to relay important information and coordinate any special requests
  • Managing RSVPs, invitations, and guest lists, ensuring accurate and up-to-date information
  • Maintaining and building good relationships with clients

Problem Resolution:

  • Addressing any issues or concerns raised by VIP guests promptly and diplomatically
  • Having a proactive approach to anticipate and mitigate potential challenges to maintain a positive guest experience

Team Management:

  • Leading a team of guest management professionals, including coordinators and support staff, to ensure a cohesive and efficient operation
  • Conducting training sessions to enhance the team's skills in guest relations, event etiquette, and problem-solving
  • Utilizing event management software and technology to streamline guest registration, check-in processes, and overall event logistics
  • Staying updated on industry trends and incorporating innovative solutions for an enhanced guest experience
  • Proficient in Excel and/or PROCIM, with technical tools (contracts, terms of agreement, economical offers) to manage budgets and negotiate services
  • Collaborating with the production team on feasibility studies and production of projects in line with the client's request and budget
Requirements
  • 5+ years of experience in the event industry (conventions, incentives, roadshows, guest management for luxury brands)
  • Strong worldwide knowledge of locations and hotels
  • Excellent communication skills to interpret and negotiate briefs with clients, dealing with various stakeholders
  • Strong oral and written communication skills
  • Strong interpersonal and consultative skills
  • Analytical thinking and problem-solving
  • Detail-oriented with the ability to deliver a high level of accuracy
  • Passionate about brand entertainment with a high regard for the target audience
  • International approach to project delivery and coordination with international teams
  • Good presentation skills and confidence in explaining and selling ideas to clients and colleagues
  • Time management skills with the ability to handle multiple projects simultaneously
  • Proficiency in English and Italian (professional working proficiency)
  • Open to travel
  • High level of proficiency in the Office Package, particularly Excel, and a strong knowledge of registration tools
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